Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Office 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Letters and Numbers in Page Numbers.

Letters and Numbers in Page Numbers

by Allen Wyatt
(last updated May 18, 2020)

9

In many documents you may have a need to number your pages with a section number as a preface. For instance, you may want them numbered as A-1, A-2, A-3, etc. Exactly how you do this depends on how you have your documents set up. For instance, if each "section" is actually a different document file, then you simply need to set your page numbers this way:

  1. Display the Insert tab of the ribbon.
  2. Assuming you want the page number in the footer, click the Footer tool in the Header & Footer group and then click Edit Footer. Word displays the footer area of the current page and places the insertion point there. (If you want the page number in the header, simply follow this step but look for "Header" instead of "Footer" in each instance.)
  3. Type the section letter followed by a dash. (For instance, A- or B-.)
  4. In older versions of Word, make sure the Design tab of the ribbon is displayed. If you are using a newer version of Word, go to step 5.
  5. Click the Page Number tool in the Header & Footer group. Word displays some options for your page number.
  6. Click Current Position | Plain Number. Word inserts a page number for you.
  7. Format your header or footer as desired.
  8. Click the Close Header and Footer tool near the right side of the ribbon.

If all the sections of your manuscript are in a single document file, just make sure you have a real section break between each of your sections. You can then set up your page numbers this way:

  1. Position the insertion point in the section where you want page numbers.
  2. Display the Insert tab of the ribbon.
  3. Assuming you want the page number in the footer, click the Footer tool in the Header & Footer group and then click Edit Footer. Word displays the footer area of the current page and places the insertion point there. (If you want the page number in the header, simply follow this step but look for "Header" instead of "Footer" in each instance.)
  4. Again, display the Insert tab of the ribbon.
  5. Click the Quick Parts tool (in the Text group) and then choose Field. Word displays the Field dialog box.
  6. Make sure the Numbering category is selected in the Categories list. (See Figure 1.)
  7. Figure 1. The Field dialog box.

  8. Choose Section in the Field Names list.
  9. In the Format list, choose the option for capital letters (A B C...).
  10. Click on OK to actually add your field to the header or footer.
  11. Type a dash.
  12. In older versions of Word, make sure the Design tab of the ribbon is displayed. If you are using a newer version of Word, go to step 5.
  13. Click the Page Number tool in the Header & Footer group. Word displays some options for your page number.
  14. Click Current Position | Plain Number. Word inserts a page number for you.
  15. Format your header or footer as desired.
  16. Click the Close Header and Footer tool near the right side of the ribbon.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (13269) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Office 365. You can find a version of this tip for the older menu interface of Word here: Letters and Numbers in Page Numbers.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

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Comments

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What is six more than 6?

2021-08-31 16:16:24

Linda

How can you incorporate the page numbering of A-1, A-2, A-3, etc. to populate in that format in the Table of Contents?


2019-08-16 10:06:21

Paul Stregevsky

Several sites have explained how to create prefixed page numbers that will fully autonumber in one's Table of Contents, List of Figures, and List of Tables.
1. Microsoft explains how in "Example 2: Inserting Page Numbers for Chapters and Appendixes" at https://support.office.com/en-us/article/how-to-number-chapters-appendixes-and-pages-in-documents-that-contain-both-chapter-and-appendix-headings-in-word-2d9a939c-2863-45c3-bf5e-74b32972035d
2. A video by Wolf Helping Hand shows how at https://www.youtube.com/watch?v=PoZNn0P5dSc
Paul Vroegindewey, you can even use the approach to automatically number pages 0001.1-1, 0001.1-2, etc. For example:
1. Assign Heading 7 to autonumber your Level 1 work packages (0001, 0002, ...)
2. Assign Heading 8 to autonumber your Level 2 work packages (0001.1, 0001.2 ..)
3. Just before you start a new Level 2 package, create a logical section break.
4. Click in your footer.
5. In your Word ribbon, select Header/Footer > Page Number > Format Page Number > Page Number Format:
a. Make sure the checkbox Include Chapter Number is selected.
b. In "Chapter starts with style," select Heading 8.
c. In "Use separator," make sure "hyphen" is selected.
d. Select OK.

I routinely assign Heading 7 to Appendix A, Appendix B, ... I routinely assign Heading 8 to Appendix A.1, A.2, ... B.1, B.2 ... and so on. Though I use Word's built-in heading styles, I rename Heading 7 and Heading 8 as follows:
Heading 7 (App. A)
Heading 8 (App. A-1)


2019-08-15 11:26:57

Christeen O'Connell

Hi Allen. This works fine in the footer, but doesn't make the section numbering appear in the TOC. Is there a workaround for that aspect that doesnt involve actually defining a section Heading 1 style that includes the prefix from the footer?


2019-05-21 02:28:44

Priyo Susanto

But...the page number (say A - 1, A - 2 etc) does not appear in the table of content. It shows only the number. Do you have idea how to show it completely in the table of content?


2018-02-05 15:03:41

Andre

The solution is ok, but how to make the table of contents refer to the pages as, e.g. "A-1", "A-2", and so on, instead of just the numbers?


2016-11-14 11:09:19

Paul Vroegindewey

Is there any way to have a decimal point as part of the page number? I am working with Work Packages (WPs) which are page numbered according to the WP number and Heading 2, e.g., WP 0001 is page numbered 0001-1, 0001-2, 0001-3, etc. WP 0002 is page numbered 0002-1, 0002-2, 0002-3, etc. All of that is working fine. Note: WP numbers never change and are never reused if deleted. Therefore, if I need to add a WP between WPs 0001 and 0002, it must be numbered WP 0001.1 and the page number must reflect the WP number. I cannot figure out how to get the page number to include the decimal number, 0001.1-1, 0001.1-2, 0001.1-3, etc. Is it even possible?

I appreciate any assistance with this...


2016-05-11 15:45:44

Fred Fachet

I'm trying to accomplish the opposite action in a footer, having pages numbered 30, 30a, 30b, etc.

Can this be accomplished in Word 2016 or Word 2010?

Thanks.


2015-12-18 12:52:40

Vira Ceci

This tip did not work for me. The Section code would only enter the number of the section - or the corresponding letter. For example, Appendix A is Section 3 in my document, so the field code generated is "C" rather than "A."

It is strange to me that it is so difficult to customize page numbering in Word! Nobody seems to have a good answer...


2014-11-18 15:06:06

Salo G

Hello!! I can not manage to insert the same text I'm using in the footer are to appear in the TOC automatically, am I in the right post for this? Thanks!


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